Return Merchandise Authorization (RMA)

An RMA is the first step in the returns process, authorizing a customer to return an item or items.

Creating an RMA

1. Navigate to Return > RMA in the main menu.

2. Click on Add New on the top right.

3. Fill out the RMA form with the following information:

   • RMA Number: Automatically generated or manually entered

   • Customer: Select the customer returning the item(s)

   • Date: The date the RMA is issued

   • Status: Current status of the RMA (Issued, Pending, Closed, Cancelled, Rejected, Repaired, or Replaced)

   • Due Date: The expiration date for the return

   • Ship Date: Expected date of return shipment

   • Shipping Method: How the item will be returned

   • Message from Customer: Reason for the return

   • Message to Customer: Any instructions or information for the customer

4. In the Line Items section:

   • Add each item being returned

   • Enter the Quantity authorized for return

   • Specify the Unit Price and Amount

   • Mark if the item is Taxable

   • Enter the Quantity Returned (if already received)

5. Add any additional information such as Internal Notes, Class, Department, or Project Code if needed

6. Click Save to create the RMA

Managing RMAs

• Use the RMA status to track the progress of each return

• Update the status as the return moves through different stages of the process

• Use the Tracking Number and Carrier information to monitor the return shipment

Restock

The Restock process is used when returned items are received and need to be added back into inventory.

Creating a Restock Transaction

1. Navigate to Return > Restock in the main menu.

2. Click on Add New on the top right.

3. Fill out the Restock form:

   • Restock Number: Automatically generated or manually entered

   • Date: The date the items are restocked

   • Location: Location where items are being restocked

   • RMA: Link to the associated RMA (if applicable)

4. In the Items section:

   • Add each item being restocked

   • Enter the Quantity being returned to inventory

   • Specify the Bin Location where the item will be stored (if applicable)

   • Enter Lot or Serial numbers if the item is lot or serial tracked

5. Add any additional notes or information as needed

6. Click Save to process the restock

Credit Memo

A Credit Memo is used to issue a refund or credit to the customer for returned items.

Creating a Credit Memo

1. Navigate to Return > Credit Memo in the main menu.

2. Click on Add New on the top right.

3. Fill out the Credit Memo form:

   • Credit Memo Number: Automatically generated or manually entered

   • Customer: Select the customer receiving the credit

   • Date: The date the credit memo is issued

   • RMA: Link to the associated RMA (if applicable)

   • Currency: The currency for the credit

4. In the Line Items section:

   • Add each item being credited

   • Enter the Quantity and Unit Price

   • The Amount will be calculated automatically

   • Specify any Tax if applicable

5. Review the Total Amount of the credit

6. Add any additional notes or information as needed

7. Click Save to issue the credit memo

Best Practices

1. Always create an RMA before accepting a return to ensure proper tracking and authorization.

2. Update the status of RMAs promptly to maintain accurate records of the return process.

3. Use the Restock process to accurately update inventory levels when items are returned.

4. Issue Credit Memos in a timely manner to maintain good customer relations.

5. Regularly review return data to identify trends and potential quality issues.

6. Use custom fields to capture additional return-specific information relevant to your business.

Related Features

• Sales Orders

• Customers

For more detailed information on managing returns and the associated processes, please refer to the specific sections in this documentation.